Administrative Coordinator

Responsibilities

·        Manage calendars, schedule meetings, and coordinate travel arrangements for the Assistant Director and Associate Director.

·        Handle routine administrative tasks, including communication management and documentation.

·        Support expense tracking and assist with budget and finance reporting.

·        Collaborate with the Director and Project Coordinator to monitor staff timekeeping and ensure accurate payroll processing.

·        Maintain detailed timekeeping records and ensure timely submission of payroll documentation.

·        Process expense reports and reimbursements in accordance with organizational policies.

·        Provide administrative support for cross-unit initiatives, including onboarding new employees, HR projects, and training programs.

·        Maintain and update databases related to attendance, training resources, and project deliverables.

·        Support the Project Coordinator in tracking project milestones and outcomes.

·        Serve as backup support for Assistant Recruitment Specialist, entering employer vacancies in ICIMS

·        Coordinate and manage job posting requests from recruitment staff, ensuring timely posting, accuracy, and compliance with organizational standards across all job boards and platforms.

·        Serve as a liaison between internal teams, leadership, and external stakeholders, ensuring smooth communication flow.

·        Respond to inquiries from staff, management, and external partners, providing problem-solving support as needed.

·        Coordinate logistics for training sessions, including scheduling, managing registrations, and preparing learning materials.

·        Monitor attendance and follow up on any training-related concerns to ensure program success.

·        Develop and maintain reports on key metrics such as training attendance, timekeeping, payroll, and expenses.

·        Ensure accuracy and timely dissemination of data to support management decision-making.

Qualifications

·        Bachelor’s degree or equivalent experience. Minimum 2 years of experience in an administrative or coordination role supporting senior management.

·        Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

·        Experience with payroll and timekeeping systems (e.g. ADP)

·        Familiarity with project management tools (e.g., Trello, Asana, Microsoft Planner) and databases.

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